Transactions involving furthering research projects must be processed through the Office of the Vice President for Research and Graduate Studies .
New process – Contract Administration to serve as single point of submission of all contracts.
Applicability This Contract Management Guide is intended to supplement A&M System policies and regulations on contracts and provide guidance in complying with: SPRM 25.07 : Contract Administration SPRM 25.07.01 : Contract Administration Procedures and Delegations SPRM 25.99.02 : Component Purchasing Authority TAMUS Procurement Code State of Texas Contract Management Guide State of Texas Procurement Manual
The HSC member department may acquire goods or services by the procurement method that provides the best value, including competitive bidding and competitive sealed proposals.
ALL purchases of goods in excess of $5,000.00, and services in excess of $5,000.00 per year, must go through HSC Procurement Services regardless of contract document form.
The Recommendation for Award must provide information pertinent to procurement method, price tabulations outlining the acquisition process, basis of best value to the HSC member department and name of the preferred vendor.
CONTRACT APPROVAL PROCEDURES FLOWCHART Originator negotiates with one or more other parties to create contract. Contract originals (two originals) may be sent to Contracts Administration with Transmittal Form. Contract entered into database. Contract Administration reviews contract. If contract found not sufficient. Originator asked to make changes. Contract found sufficient. Originator returns contract to Contracts Administration for further review.
CONTRACT APPROVAL PROCEDURES FLOWCHART Is contract over $50,000? Is contract developed by other party? If the answer to one of the questions is yes. Contract is forwarded to the HSC Chief Legal Officer for review. If contract is found not sufficient. Contract returned to Contracts Administration. Originator asked to make recommended changes. Contract found sufficient Originator returns contract to Contracts Administration for further review. Contract Administration updates database.
CONTRACT APPROVAL PROCEDURES FLOWCHART Contract Administration advises originator the contract is ready to begin routing. A transmittal form needs to be completed by the originator. Two unsigned originals of the contract should be attached to the transmittal form. Contract found sufficient Originator obtains necessary signatures for the transmittal form up to Dean/Director level and returns contract and transmittal form to Contracts Administration. After final signature is received, HSC Contracts Administration keeps one fully executed original and if necessary sends the other fully executed original back to the other party. One PDF copy of the fully executed contract is forwarded to the originator for recordkeeping. Contracts Administration routes to appropriate HSC signatories and to the other party for signature.
Standard Form of Agreements: Standard agreements are forms that have been approved as such by the A&M System Office of General Counsel (OGC). Review by OGC is unnecessary for a standard form of agreement for three years unless substantive changes have been made to the agreement.
Other Contracts: Other parties prefer to use their contract for a transaction. If a non-standard contract will be used for a transaction, the contract must be submitted for review to HSC Chief Legal Officer and/or OGC as to form and legal sufficiency.
(As defined by state law for which the amount of the contract exceeds $14,000)
Contract must be submitted at least 60 days prior to the start date for services .
The additional time is to notify the Legislative Budget Board and to publish a request for proposal for the professional services.
Processing Time Frames Contracts for which Vice President Recommended/Approval Must be Obtained (Less than $100,000.00) Barry C. Nelson, Ph.D. Vice President for Finance & Administration David S. Carlson, Ph.D. Vice President for Research & Graduate Studies Alicia Dorsey, Ph.D. Vice President for Communications & Program Development Roderick McCallum, Ph.D. Vice President for Academic Affairs David Cantrell, M.A., M.B.A., M.P.A. Vice President for Information Technology and Chief Information Officer NOTE: Rayellen Milburn, CPA, Senior Associate Vice President for Finance & Administration, has delegated authority to sign contracts less than $50,000.00
Processing Time Frames Contracts for which President Approval Must Be Obtained ($100,000.00 to $199,000.00)
The contract will require Vice President‘s approval before processing to the President for approval.
Approval by the President may take one week minimum.
President and Vice Chancellor for Health Affairs Nancy W. Dickey, M.D.
Processing Time Frames Contracts for which Chancellor Approval Must Be Obtained ($200,000.00 to $299,000.00)
The contract will require HSC President‘s approval before processing to the Chancellor for approval.
The Chancellor approval process usually takes at least two weeks minimum.
Chancellor Michael McKinney
Processing Time Frames Contracts for which A&M System Board of Regents Approval Must be Obtained ($300,000.00 or greater and/or term of contract longer than five years)
HSC member business administrator should contact the Office of Contracts Administration for guidance with Agenda Items for contracts that must be approved by the Board of Regents. The Board of Regents approval process usually takes at least two months.